Skip to main content

Reserve Guidelines & Procedures: How to Submit Materials for Reserve

This page will assist you in preparing and submitting materials to be placed on library reserve, whether print or electronic.

Library Copyright & Reserves Manager

For further assistance with reserves, please contact Jen Sugars at (210) 999-8183 or by e-mail at

Elizabeth Huth Coates Library

Trinity University
One Trinity Place
San Antonio, TX 78212-7200
Phone (210) 999-8126
Fax (210) 999-8182


How to Submit Materials for Reserve

Submitting a Reserve ListMaterials to be placed on reserve are generally brought to the Circulation desk by the faculty member or a representative*, together with a completed Reserve List form which includes a complete bibliographic citation for each item, or the relevant call numbers for Library-owned items (Please note: to request that Library items be placed on reserve, instructors may fill out our new electronic Library Reserve Request Form).  If items on the list are not legible or if the book is not found on the shelf, the faculty member will be notified to make other arrangements which could include interlibrary loan (articles only), a rush order for the book, or a request for more information on the item.

*Circulation department staff are happy to pull any in-house items from the Library shelves for faculty requesting this service.  Note however that this may result in a delay in processing time.  Reserve materials and lists may be submitted at any time during the semester.

Reserve Lists for multiple courses:  Reserve materials for different courses must be listed on separate sheets. It is important that all information on the sheets be filled in correctly and completely. 

Photocopying of excerpts:  Cost of photocopies will be borne by the faculty member or by the department. Photocopying of materials is the responsibility of faculty members or their representative.

Processing time:  ALL ITEMS WILL BE PROCESSED IN THE ORDER IN WHICH THEY ARE RECEIVED. Instructors are reminded to take a possible delay of up to two weeks into account when submitting reserve materials, especially for items requiring complicated copyright investigation and clearance.  Items that do not require copyright permission, and items for which copyright permission has already been obtained, will be processed as quickly as possible; most  will be placed on reserve within two business days. However, library staff will not guarantee to place items on reserve faster than two weeks from time of receipt.  ALL ITEMS WILL BE PROCESSED IN THE ORDER IN WHICH THEY ARE RECEIVED.

Removal of reserve items:  All materials will be taken off reserve at the end of each semester unless otherwise indicated. Library items will be returned to the stacks; photocopies of articles and personal materials will be returned to faculty departments.

What May Be Placed On Reserve?

The following types of items may be placed on Reserve for student use:

  • Original items: original (purchased) copies of a work, or instructors' unpublished drafts or notes

  • Copyright-compliant reproductions:  photocopies for which copyright permission has been obtained or for which "fair use" may be claimed

  • Media (video and sound recordings), either original retail versions or copyright-compliant reproductions

What May Not Be Placed on Reserve?

  • Reference books
  • Periodicals (current or bound) owned by the Library
  • Photocopies, scans, or streams which do not meet our copyright compliance guidelines
  • Interlibrary loan materials
  • Rental materials

This statement was taken from the Library Policy Statement on Reserve Desk Guidelines, LIB-29. The Library will comply with United States copyright law when placing items on reserve. Please refer to Policy Statement LIB-28 for a brief summary of copyright law.

Reserve Options for Instructors

Electronic Forms


Copyright Information

Information on University policies governing copyright compliance:

Jason L. Hardin

Jason Hardin's picture
Jason Hardin
Library circulation, room 303B

ext. 8181 (on campus)

Office hours: 2:00pm - 3:00pm, Thursdays; and by appointment